ODOT Employee Training UPDATED 8/8/2013

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1ODOT Employee Training UPDATED 8/8/2013Welcome everyone to the training. Explain to them that today’s presentation is designed to walk them through slides showing the various features of Kronos and what they will be expected to do. You’ll be covering how to enter time into the timesheet, how to submit Time Off Requests (aka TORs, the replacement for RFLs) and how to approve timesheets.

2Accessing Kronos The Kronos application utilizes single sign-on.A short-cut to Kronos will be on your desktop.Kronos utilizes single sign-on, also known as Active Directory. Once you log into your computer, you should find an icon on your desktop with the Kronos logo. Clicking on this shortcut will log you into Kronos.

3Capabilities in KronosEnter sign in and sign out time dailySeveral different methodsTime off RequestsApprove Time CardsCheck Accrual BalancesNot replacing EMS/TMS and employees will need to continue filling out the 502. Make note of the fact that the TOR component integrates into the Timesheet, so once a manager approves a time off request it will automatically populate on the employee’s timesheet.

4Expectations as an EmployeeSign in and out of Kronos dailyEnter time off requestsApprove time card at the end of the pay periodBy 10 am on the Monday after paydayCheck accrual balances at the end of every pay periodMost important thing here is that employees will not need to complete their timesheets until 10:00 AM on Monday morning after payday. That way if they work over the weekend, the time will automatically be captured and adjustments won’t necessarily be made.

5Signing In and Out 4 Methods to Signing In and OutWeb Application Via a PCInTouch DeviceTeletimeMobile ApplicationEach of the county garages and some of the outposts will be equipped with InTouch devices. Additional methods for capturing time will be through the computer which will be utilized by office employees and some field employees working on construction sites. For employees who spend a lot of time traveling, they will have available to them teletime (phone) as well as a mobile application where providing them with a license makes the most sense. In those instances where the mobile application is utilized, chief legal has instructed us this will not create a situation where the employee’s phone will be considered public record (the time keeping will be public record regardless of sign-in method).

6Signing In and Out Web ApplicationDone via a computer connected to the ODOT networkThe most common way for office employees or employees with an ODOT PC to sign in and outKronos has single sign on and there will not be a log in pageThis is the primary means for office employees and employees that have an ODOT PC available to them to access Kronos. Employees will need to sign into the PC to get into Kronos. Once they log into the network, Kronos recognizes them as the person signed into the PC. All employees will be issued an account to sign into the ODOT network.

7Employee Home PageWhen an employee signs into Kronos, this will be the default screen they will see.

8Employee Home Page TimecardThis is the timecard area where their time will be captured each day.Timecard

9Employee Home Page TotalsAs time is entered into the timesheet area above, the Kronos application will automatically summarize the hours in the totals box below. The drop down box set to All can be changed to daily in order to view the daily detail information.

10Employee Home Page TimestampUsing the Record Timestamp button, employees can click the button and have Kronos sign them in or out for the day.Timestamp

11Employee Home Page Accrual BalancesThe My Accrual Balances section will display the employee’s leave balances available to them for the various leaves types. It is important to note that the balances will be current or projected based upon the date in the As of field. If the date in the As of field is changed, the employee may need to click the refresh icon immediately to the right of the As of date field.

12Employee Home Page Related ItemsThe Related Items pane provides additional functionality available to the employees. By clicking on one of the links in the Related Items pane, it will launch a new tab with additional features.

13Click Record TimestampSigning In / OutClick Record TimestampOnce you are logged into your computer and have accessed Kronos, simply click the Record Timestamp button to sign in for the day.

14Signing In / OutClick Refresh for the time stamp to appear on time cardConfirmation of time stamp recordedOnce you have clicked the Record Timestamp button you will get a confirmation at the top of the My Timestamp box showing your time has been recorded. To see the time in your timesheet, simply click the Refresh button.

15Time stamp recorded; do not need to click saveSigning In / OutTime stamp recorded; do not need to click saveNow you will see that the timestamp time that was recorded is the same as the time showing in the timesheet. No need to click save (in fact, note that is greyed out and not available to click).

16Signing In / Out Enter Time ManuallyIf by chance you either forget to click the Record Timestamp button at the end of the day, you can manually enter your time into the timesheet by double clicking in the out field and entering the time you left. The most important thing to note here is……when entering time into the out box, it is important to remember to place a P at the end of your time (no space) as the system defaults the time to AM unless the time is designated as PM with the letter P. You can also manually enter your sign-in time.

17Signing In / OutOnce you click out of the box where you typed in the time, the save button enables.Since the time was manually entered, you must click save for the timecard to be populatedBe sure to click SAVE if you have entered your time manually.

18Signing In / OutIf you manually type in your time, the system will time stamp the entry.Most important thing to note here, is that when an employee enters their time manually into the system, Kronos captures the actual time the employee makes the manual entry. In this slide it shows the employee entering their time as 7:00 am but doing so at 1:02 PM.Date / Time and User who entered the in punchEntered an in punch of 7:00 am for 7/20/13

19Signing In / Out - LunchEveryone is defaulted to a 30 minute lunch deduction. If you take a 60 minute lunch let payroll know so they can move you to the appropriate lunch group.If you take longer than your standard lunch, sign in and out to override your lunch.You can cancel your lunch deduction and it will be sent to your manager for approval.When everyone is initially loaded into Kronos, they will be defaulted to a 30 minute lunch. If an employee regularly takes a 60 minute punch, central office payroll will need to be notified in order to move them to the 60 minute lunch group. Kronos is not currently capable of providing anything except a 30 or 60 minute lunch group.If an employee takes a lunch other then 30 or 60 minutes, they will simply need to sign out for lunch and sign back in once they return from lunch. This will cancel the 30 minute auto deduction and will only capture the time the employee works.Any time an employee swipes out and in after they have swiped in for the day (like for a DR. appt), the lunch deduction will be cancelled. If the employee takes a lunch, they will need to swipe out and in for their lunch time on this day. Example, Bob comes in at 7:00 AM, leaves at 9:00 AM for an appt. Returns at 10:15 AM. At this point the lunch deduction is cancelled. He then takes lunch from 12:00 PM – 12:30 PM. Since his lunch deduction was cancelled, he must swipe out and back in for lunch on this day.In a later slide we will show how an employee can cancel their lunch deduction for those days they work through their lunch with manager approval. The important thing to note here is their manager will be notified when the lunch is cancelled.

20Cancelled LunchKronos is programmed to automatically deduct lunch after 4 hours of work.Employees working more than 4 hours who do not take a lunch will need to cancel the lunch deduction. This will then have to be approved by their manager.

21Cancelled LunchHere is how an employee would go about cancelling their lunch deduction. After expanding the related items pane, they would click on My Timecard Audit Trail.

22Cancelled LunchThis will open the My Timecard Audit Trail view and take the employee into their time sheet. From here they can right click on the In or Out field and a pop up menu will appear. By selecting the edit punch option, the following screen will appear….(go to the next slide.)

23Cancelled LunchIn the Cancelled Deduction drop down menu, the employee will need to select the 30L Auto-Deduction (30 minute lunch) or the 60L Auto-Deduction (60 minute lunch). Once they have selected the appropriate option, they will simply click OK. (If they do not select the correct lunch deduction option, the system WILL NOT cancel their lunch deduction.)

24Cancelled Lunch Click SaveOnce they click OK it will bring them back to the My Timecard Audit Trail screen. From here the employee MUST click save for the lunch cancelation to be populated. Once they click save, their manager will receive a flag that the employee has cancelled their lunch. Notice the In box on Tuesday shows with a red outline. By hovering your mouse over the box, the cancelled deduction message appears indicating why the box has a red outline.Click Save

26RoundingThe system is set to round each individual punch to the nearest 10th of an hour0 stays at 01, 2, or 3 rounds back4 or 5 rounds forward6 stays at 6Kronos is structured to round both the in and out punch separately. Each punch will round according to the information on the slide.

27Rounding Example: In at 6:58 AM, will round to 7:00 AMOut at 3:29 PM, will round to 3:30 PMTotal of 8 hoursIn at 7:05 AM, will round to 7:06 AMOut at 3:33 PM, will round to 3:30 PMTotal of 7:54 hoursKronos will still show your actual in and out times but will calculate total hours based on roundingRead the examples listed above. Make sure to note that Kronos captures your actual time in and out but will use the rounding on each punch to calculate the total work time.

35SchedulesKronos is programmed to auto-deduct a 30-minute (or 60-minute) lunch after more than 4.0 hours of work. Once an employee has worked 4.1 hours, his/her lunch will be auto-deducted (unless the time has been transferred to Report Back or Snow & Ice).An employee’s lunch auto-deduction is NOT dependent on his/her schedule. It is dependent on the in and out punches.Note: Everyone is defaulted to a 30-minute lunch auto-deduction. If you normally take a 60-minute lunch, let payroll know so they can move you to the appropriate lunch group.

36Who Will Be on Schedules?Each District or Division will determine whether other employees will be on a schedule.All employees working in a garage or a county outpost will be assigned to a schedule. Employees working in an office setting may or may not have a schedule, depending on direction from their DD.

38Employee OvertimeBefore an employee can be compensated for Overtime, the Overtime must be approved by the manager.Approved overtime will default to paidEmployees can transfer the Overtime to Comp Time when they approve their timesheet.The important item here is the employee will not see their OT on their time sheet and will not be able to move it to comp time until the manager has approved it. Overtime is not shown until the employee reaches their 40 or 80 hour threshold.

39Employee has time in excess of 40 hours.Employee OvertimeEmployee has time in excess of 40 hours.This slide shows where an employee has earned 3 hours of OT for the week but it has not yet been approved by their manager.

40Overtime has been approved by manager.Employee OvertimeOvertime has been approved by manager.Once the manager has approved the OT, it shows in the summary box at the bottom of the timesheet as OVTHR. This is for an OT eligible employee working 40 hours a week. Once the OT has been approved, the employee will be able to move the OT to comp time if they choose.

42Approving TimecardEach employee must approve their timecard by 10:00 AM on the Monday after payday.If you need to make changes after approving your timecard, see your managerAfter the employee approves their timecard, it will go to the Manager for final approval before being sent to Central Office Payroll

43Approving Employee TimecardPrior to approving your timecard be sure to review all punches for the pay period, make sure your overtime has been approved, and if necessary move any overtime to comptime.Review Daily In and Out

44Approving Timecard Review TotalsReview the totals at the bottom to see if they’re what you expect them to be. To change to see this day by day, select Daily from the drop down box defaulted to All. Then click on day in the timesheet and the totals will change for that day.

45Approving Timecard Click MoreIn order to approve your time sheet, you must click the More button at the top of the time sheet.

46When ready, Click ApproveApproving TimecardWhen ready, Click ApproveThe creates a pop up menu, where you will select the Approve option to approve your time sheet. NOTE: Once you have selected the Approve option you can no longer make changes to the timesheet unless your manager removes the employee’s approval.

47Timecard will be put into an Approved statusApproving TimecardTimecard will be put into an Approved statusNow you can see this timecard has been placed in an approved state.

48Approving TimecardOnce an employee has approved his or her timecard, they cannot make any more changes.If the employee tries to make any changes to the timecard while it is in an approved state they will get an error message similar to the one listed here.

50Time Off RequestsTime off requests are submitted by the employee and sent to their manager for approval.In the Future: I want to take November 25th – 29th off.- OR -For a day in the past: I took a personal day MondayTime off requests can be entered into the system for both future and past dates. In the following slides, we’ll demonstrate how an employee would enter a Time Off Request for the week of November 25th.

51My Time Off RequestsMy Time Off Requests can be found in Related Items. Click on a related item to open a new tabIn order to enter a time off request, expand the Related Items pane and select the My Time Off Requests option.

52My Time Off RequestsClicking on a related item opens a new tab. To return to your time card, click My InformationThis will open a new tab.

53Shows any time off requested/approvedMy Time Off RequestsIf the employee already has Time Off Requests (TOR) entered into the system, the calendar will display the requests. In this screen shot we can see the employee has requested 4 hours of vacation on Wednesday and 8 hours of vacation on Thursday and Friday.Shows any time off requested/approved

54Shows accrual balancesMy Time Off RequestsShows accrual balancesDown below the employee will be able to view their leave balances for all the various leave types available to them.

55My Time Off RequestsThe days shown default to the first week of the current pay period. To move to the next week of the pay period, click on the forward arrow next to the dates being displayed.The employee can use the arrows to go to the next or previous week.

56Request Time Off – November 25th - 29thTo view the week of November 25th, click on the Select Dates Icon next to the down arrowIn order to move the calendar to the week of November 25th, the employee can select the calendar icon show in the screen shot above.

57Request Time Off – November 25th - 29thThis will generate a pop up box where the employee can enter a start and end date. They have to use the calendar icons to select the dates.In the Select Dates box, click on the calendar icon

58Request Time Off – November 25th - 29thOnce they have clicked on the calendar icon a pop up calendar will display allowing them to select a date.Use the left and right arrows to go to the month; then select the date.

59Request Time Off – November 25th – 29thSelecting a start date will populate both the start and end dates.To change the end date, click on the calendar icon next to the end date and select the end date.

60Request Time Off – November 25th – 29thOnce you have the Start Date and End Date you would like to view, click OKClick the calendar icon next to the End Date field and the calendar will appear. Use the calendar to get to the end date and click on the date. The end date will populate and then the employee should click OK.

61Request Time Off – November 25th – 29thThe drop down now indicates the time frame available to view.Just read the red box above.

62Request Time Off – November 25th – 29thThe screen changes to the week that includes November 25th to the 29th.The calendar then changes to show 7 days of the selected time period. Remind employees that if they select a large time frame it will still only show 7 days. To get the next 7 days, use the arrows next to the dates being displayed.

63Request Time Off – November 25th – 29thThe dates available to view have changed as well.If the employee selects a time span more than 1 week, the arrows next to the dates being displayed will be enabled. The employee can use the arrows to go to the next week or previous week.

64Request Time Off – November 25th – 29thIndicates November 28th is a holiday.This is important when requesting time off.If there is an ODOT holiday in the time frame requested, there will be a holiday indicator. It is important to know when the holiday is when requesting time off around and including the holiday.

65Request Time Off – November 25th – 29thClick Request Time Off.Note: If you click Request Time Off without changing the dates, request dates will default to the time period listed in the drop downIt is important to note here that employees will only be able to request dates within the time frame being listed in the drop down box that shows 11/24/2013 – 11/30/2013.

66Request Time Off – November 25th – 29thRequest Time Off screen appearsOnce the Time Off Request button is clicked, a pop up screen will appear where the employee will enter their time off request.

67Request Time Off – November 25th – 29thDefaults to the first date in the dates selected.The start date and end date will default to the first date selected when you selected the dates to be displayed. The employee can request multiple days by changing the start and end dates. Only select a date span where you are taking the same number of hours off per day.

68Request Time Off – November 25th – 29thSelect a start date if you need to change the date.Use the calendars to select a start and end date

69Request Time Off – November 25th – 29thThe Pay code defaults to VACLV. If you want to change it to another leave type select from the drop down.Choose the pay code to be used on that date span. If one day you want to use vacation and another day personal, you must enter 2 requests.

70Request Time Off – November 25th – 29thThe start time for a full day should be the start of the shift. For less than a full day, enter the time the leave will begin.Enter the start time for your request.

71Request Time Off – November 25th – 29thThe length is the amount of time you would like to request off for each day. If you want to take 4 hours on November 25th and 8 hours on November 26th, they must be separate requests.Enter how many hours you would like to take off each day.

72Request Time Off – November 25th – 29thClick Submit if all information has been entered correctly, otherwise click cancel.

73Request Time Off – November 25th – 29thClick the calendar icon to select the dates.Go back to the Time off Request tab and select a timeframe that includes November 29th. Click the calendar icon.

74Request Time Off – November 25th – 29thSelect the date November 29th. Click OK.Select the date November 29th. Click OK.

75Request Time Off – November 25th – 29thVerify Start Date and End Date.Make sure the Start Date and End date are November 29th.

76Request Time Off – November 25th – 29thThe Pay code defaults to VACLV. If you want to change it to another leave type select from the drop down.Choose the pay code to be used on that date span. If one day you want to use vacation and another day personal, you must enter 2 requests.

77Request Time Off – November 25th – 29thThe start time for a full day should be the start of the shift. For less than a full day, enter the time the leave will begin.Enter the start time for your request.

78Request Time Off – November 25th – 29thThe length is the amount of time you would like to request off for each day. If you want to take 4 hours on November 25th and 8 hours on November 26th, they must be on separate Time Off Requests.Enter how many hours you would like to take off each day.

79Request Time Off – November 25th – 29thClick Submit if all information has been entered correctly, otherwise click cancel.

80Request Time Off – November 25th – 29thThe time off request is now submitted.Request is in a submitted status.

81Time Off Request DetailsTo see the details of the request, click on the request and select DetailsEmployees can see the details of the time off request entered along with the status of the request. To see the details, click on the request and a pop up menu will appear. Select Details.

82Time Off Request DetailsShows Date submitted; who submitted it and the statusA pop up screen will appear with the details of the submission and the status of the submission.

83Time Off Request DetailsShows Pay Code being used; Start date; End date and time.Make sure to note that in order to see all the date requests, you will need to scroll down. Once you have gotten the information you needed, click Close.

84Retract /Cancel A Time Off RequestTo retract the request, click on the request and select RetractIn Kronos we have two options for “withdrawing” a TOR:1.) Retract2.) CancelRetract is used when the TOR has not yet been Approved by your manager; Cancel is used when the TOR has been Approved by your manager. If a TOR is Retracted, the manager does not have to take any action; if a TOR needs to be Cancelled, the manager has to approve the cancellation.The screenshot above shows the Retract option being used, as the TOR has not been Approved. Had the TOR been Approved, you would see Cancel rather than Retract. Retracted and Cancelled TORs will still show on the calendar view.

85Retract / Cancel A Time Off RequestIf you have multiple days in your request, all days requested will be retracted.Requested days should be within the same pay period.If you have multiple days in your request, retracting will remove all of the days within that request.

86Retract /Cancel A Time Off RequestShows Date submitted; who submitted it and the statusShows the details of the request being retracted.

87Retract / Cancel A Time Off RequestShows Pay Code being used; Start date; End date.Review this is the correct request to be retracted.

88Retract /Cancel A Time Off RequestOnce you are ready, click Submit and your manager will be notified your request has been retracted.Click Submit

89Retract /Cancel A Time Off RequestNote that it retracted all the days on the request.Indicates the request has been retracted

91FMLAAll FMLA questions are to be directed to your local Benefits Coordinator.Employees on an intermittent leave cases will fill out a form to determine what leave they will be using.Employees will be able to adjust the hours of the leave in Kronos using the Quick Leave Editor.

92FMLAIf an employee has an intermittent leave case open, they will have access to the Quick Leave Editor. Open My Timecard Audit Trail and click on Leave, Edit.

93FMLAWhen an employee signs up for FMLA, they will fill out a form on how they want their leave types to be cascaded. They will be able to edit the hours of leave they take through the Quick Leave Editor.